Administrative Assistant III

Trinity Health•Ann Arbor, MI

18h•Onsite

About The Position

As a senior-level administrative assistant, this role oversees or provides comprehensive administrative support within one or more major functions (e.g., large medical department, executive suite, or similar-level area). The position independently composes and prepares non-routine correspondence, handles scheduling, and coordinates complex meetings. The role involves gathering and analyzing data to develop non-routine reports and preliminary budget recommendations, projections, and forecasts. The Administrative Assistant III anticipates department and management needs, taking initiative to develop action plans. They act independently when dealing with patients or outside customers on sensitive matters, determining the nature of problems and recommending resolutions. This role may also be responsible for training, providing direction, or delegating tasks to less senior assistants.

Requirements

Associates degree preferred.
A minimum of seven years of administrative support experience.
Additional formal clerical and PC training.
Comprehensive and detailed knowledge of departmental and Hospital policies/procedures.
Basic knowledge of the specialized field in order to complete task/projects, approve transactions (e.g., forms processing, payroll or purchasing), or resolve non-routine administrative problems.
Ability to advise and determine applicable policy, procedures, and requirements (e.g., recommend procedures to improve efficiency of forms processing).
Mastered proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook, Access, etc.).
Proficiency using databases and graphics software.
Excellent organizational and time management skills.
Ability to see “the big picture” in order to be a primary resource to others and for the department.
Strong attention to detail.
In-depth knowledge of medical terminology for transcription.
Excellent communication and interpersonal skills to effectively communicate with a wide range of staff, physicians, medical professionals, patients, visitors, and other Hospital personnel.
Considerable tact and discretion for dealing with sensitive and confidential information, and for daily interactions with high-level contacts inside and outside the organization.
Strong analytical skills to compile, research, analyze data from multiple sources, and prepare statistics to develop recommendations and reports.

Responsibilities

Independently prepares non-routine correspondence, documents, and reports, often from rough drafts, dictation, or shorthand.
Develops a variety of complex forms, tables, charts, presentation materials, manuscripts, contracts, and records.
Proofs and edits final materials for accuracy, consistency, and clarity, and may submit for approval.
Handles and processes confidential or highly sensitive information daily.
Develops filing systems, internal mailing processes, and procedures.
Accountable for sensitive and confidential data, including personnel, payroll, attendance, billing, work, and purchase orders.
Manages incoming and outgoing mail, correspondence, reports, and memoranda.
Prepares non-routine responses to incoming correspondence, researches and distributes materials to managers or others, including necessary background information.
Independently handles department inquiries, referring requests to others and acting as a gatekeeper for their manager(s).
Researches, compiles, and analyzes data from multiple sources for reporting.
Prepares reports and statistics to develop recommendations based on subject matter knowledge.
Operates and manages databases and software to maximize capacity, responsible for data integrity used for quality assurance, statistical reporting, and/or other purposes.
Schedules or directs large and complex meetings, conferences, and programs requiring sensitivity to issues, priorities, and protocol.
Attends meetings, makes travel arrangements, and coordinates calendars and schedules of supported personnel.
Provides preliminary analysis and develops budget recommendations, forecasts, and projections by gathering reports and records, tracking expenditures, and identifying and resolving errors and discrepancies.
Has delegated authority to authorize expenditures in accordance with defined policies.
May recommend and implement procedural changes; answer non-routine and/or sensitive inquiries; provide oral and/or written interpretations/procedures for unusual administrative problems.
Deals with staff, physicians, executives, medical professionals, board members, patients, and corporate and external customers.
Responds to inquiries regarding organizational services, records, and other matters by utilizing in-depth knowledge of organizational operations and ability to interpret established policies and procedures.
Places, receives, and routes telephone calls and messages; screens and prioritizes calls.
Receives, greets, and screens visitors, patients, and/or employees; ensures amenities are available; notifies appropriate staff and directs visitors and deliveries.
Performs purchasing activity, determining needs for office and medical supplies.
Coordinates maintenance and repair of office equipment; keeps work and visitor areas clean and well organized.
Responsible for orienting new administrative staff to the department and may train, provide direction, or delegate tasks to less senior assistants.
Performs a variety of general secretarial and administrative duties such as medical transcription, copying, collating, running errands, assembling and distributing packets, mailings, and memos.
Performs duties and more complex special projects specific to the functions and needs of the department.
Identifies and solves complex operational problems (e.g., staffing, budgeting, purchasing, billing, equipment, and space), and may exercise ingenuity to develop methods or procedures to resolve recurring or unusual problems.
Applies advanced knowledge and skills of organization’s policies and procedures to resolve conflict in a constructive manner.